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    Purchasing Division Closed for Federal Holiday

    The West Virginia Purchasing Division will be closed on Friday, June 18, 2021, in observance of the Juneteenth Day federal holiday. The Purchasing Division offices will reopen Tuesday, June 22, 2021, at 8:15 AM.

    Purchasing Division Closed for State Holiday

    The West Virginia Purchasing Division will be closed on Monday, June 21, 2021, in observance of the West Virginia Day state holiday. The Purchasing Division offices will reopen Tuesday, June 22, 2021, at 8:15 AM.

    Attention Vendors:  the Vendor Self-Service Portal is upgraded November 9th!

    Informative videos in three parts have been created for the vendor community and are available to view in order to start the familiarization process with the new Vendor Self-Service portal.  In order to be ready for the new VSS experience, please see both Part I, Part II, and Part III that provides a preview for the State of West Virginia's vendors.

    Purchasing Division and wvOASIS Develop New Vendor-Outreach Resource for State Agency Procurement Officers

    In conjunction with wvOASIS, the Purchasing Division has developed a method to expand agencies’ competitive reach when procurement officers solicit the vendor community for goods and services. With newly-condensed information that utilizes data gathered through the Purchasing Division’s Vendor Registration program, and available to state agencies through a report in the wvOASIS Business Intelligence module, procurement officers now have unprecedented access to targeted vendor information that can greatly accelerate the State of West Virginia’s competitive-bid process. The report, WV-FIN-VN-010, Vendors by Commodity, allows state agencies to search wvOASIS’s vendor table by UNSPSC-designated commodity codes describing what vendors indicate through registration as their specific areas of business.

    The United Nations Standard Products and Services Code (UNSPSC), used globally to classify nearly anything procurable, is part of the library of information collected from vendors during the state registration process. Procurement employees are encouraged to search UNSPSC.org for appropriate codes describing their needed commodities and become familiar with classification codes for their agency’s unique needs. With the desired UNSPSC codes, and harnessed during solicitation planning, matching UNSPSC codes with vendor information already in the wvOASIS system’s VCUST table gives procurement officers a currently-untapped layer of effectiveness when seeking competitive responses from the private sector. This data, available to export in spreadsheet format for agencies to analyze, can serve to expand the vendor audience made aware of any bid opportunity, whether procured through the agency-delegated purchasing process or advertised as a solicitation through the West Virginia Purchasing Bulletin.

    The Purchasing Division and wvOASIS designed the WV-FIN-VN-010 report to minimize agency time needed to benefit from the data output through the report’s minimal steps. In order to run this report for a specific commodity code, agency employees with Business Intelligence access can open WV-FIN-VN-010 and click “Refresh All.” Requiring the input of only two pieces of information, the commodity’s eight-digit code and the commodity’s two-digit “segment” number (which is simply the first two digits of the commodity code), the report instantly searches West Virginia’s vendor database and outputs a list of vendors from VCUST who have indicated their ability to provide the commodity you have input OR a commodity in a similar code family to what you are seeking. This net of information that is both targeted and expansive by including similar commodity “family” matches can facilitate greater agency-to-vendor engagement when advertising state solicitations.

    Information output by the commodity report includes vendors’ Ordering addresses, email addresses of one or more vendor representatives, and phone numbers for the business, all based on what the vendor has provided through registration and the Vendor Self-Service portal at wvOASIS.gov. Immediate identification of potential vendors when planning and advertising competitive solicitations is expected to greatly enhance the state’s ability to perform market research ahead of procurements or to more effectively communicate with potential vendors via phone or email, all while eliminating guesswork and time spent identifying relevant vendors from scratch for the state’s diverse and often unusual needs. The increased number of competitive responses to advertised solicitations can result in state agencies lowering costs for all necessary commodities and services.

    The information generated by this report is dependent on the accuracy of what both agencies and vendors indicate as the appropriate commodity codes describing state needs and what each vendor provides within their business. With the report’s data including vendor commodity matches beyond a perfect one-to-one match, but staying within the same commodity family, the report gives you access to information that may include vendors with the ability to deliver the goods or services you need, even if they identified a similar, but not exact, commodity code upon registration.

    If you have any questions or for more information, please contact Technical Services Manager Mark Totten at mark.l.totten@wv.gov.

    COVID-19 Updates

    The West Virginia Purchasing Division will utilize this page to share information regarding the impact that COVID-19 concerns may have on the state procurement process.

    State of Emergency

    On March 16, 2020, Governor Jim Justice declared a state of emergency in response to the COVID-19 pandemic. The Purchasing Division would like to remind you of the public purchasing procedures for declared emergency situations, which can be found online here.

    State Employee Travel Ban

    Please click here to view the State of West Virginia’s memorandum on the state employee travel ban as a result of the COVID-19 outbreak in surrounding states and countries.

    Centralized Bid Openings from Purchasing Division, Building 15

    In order to continue the transparency of the Purchasing Division's public bid-opening process as we minimize gatherings during the ongoing COVID-19 concerns, we will make an online broadcast available from Building 15's bid-opening room. In accordance with regular procedures, our procurement staff will first open any paper responses; and then, staff will open and read any electronically-received responses for the solicitation(s) until all have been opened. Please see our teleconference login information for a link and information on how to join via WebEx.

    Temporary Pre-Bid Meeting Policy – COVID-19 Precautions

    During this time of heighted concern over COVID-19, the Purchasing Division is taking precautions to ensure the safety and well-being of all state employees and its customers. Until further notice, agencies are required to follow this revised policy on pre-bid meetings:

    • 1. Pre-bid meetings must be removed from solicitations as a requirement, wherever possible, and replaced with publication of written materials conveying the needed information.
    • 2. In instances where site inspections are necessary for bidders to have a full understanding of the project, the Purchasing Division recommends that pre-bid meetings (and the underlying solicitation) be delayed until this period of heightened concern has ended. If delaying the solicitation is not possible or would cause an undue hardship on the spending unit, the pre-bid meeting should be conducted in a manner that minimizes the risk of COVID-19 transmission to the greatest extent possible. For more information, please consult the CDC website at: www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html.
    • 3. Under no circumstances is a spending unit to conduct a pre-bid meeting that violates a policy or declaration of the Governor’s Office.

    Electronic Fund Transfer Payments

    State Auditor John B. McCuskey is encouraging all vendors doing business with the state of West Virginia to visit wvsao.gov and file to receive payment through the state’s Electronic Funds Transfer payment system or accept the State Purchasing Card. To view the media advisory, click here.

    Vendor Registration Guide for State Agencies Posted to State Intranet

    For state procurement officers involved with the business of completing transactions on behalf of state agencies, a Vendor Registration Guide for State Agencies has been made available on the Purchasing Division’s intranet website.  Located in the Vendor Registration section of the intranet website, this guide provides details regarding the Department of Administration’s requirements when processing an award document and, in addition, the document serves as a reference for procurement employees and defines the scope of the division’s vendor registration program.

    The Purchasing Division’s intranet is a private network for state employees and requires a state network connection to view.  For any questions regarding the Vendor Registration program or the Purchasing Division’s intranet site, please contact Mark Totten at mark.l.totten@wv.gov.

    Transparency-Focused Section Added to Purchasing Division Website

    The Purchasing Division has recently added a section to its website, WVPurchasing.gov, focusing on transparency in the state government procurement process.  The Transparency page contains data, reports, and publications related to procurements made under the Purchasing Division’s authority, as outlined in West Virginia Code, the West Virginia Code of State Rules, and the Purchasing Division Procedures Handbook.

    The information organized on the Transparency page reflects the Purchasing Division’s goal of providing transparency to the citizens of West Virginia, other state agencies, and the vendor community.  Sections of the Transparency page include the Notice of Centralized Award Report, the “Request an RFQ” form, a link to the West Virginia Purchasing Bulletin at wvOASIS.gov, a link to view vendor responses to solicitations that have been opened by the Purchasing Division, the Purchasing Division’s annual reports, a link to the West Virginia State Budget Office, and West Virginia Purchasing Bulletin Archives, which allows visitors to reference solicitations that were out for bid from 2006-2014.

    The Buyers Network

    For more news, check out the latest issue of The Buyers Network.

  • Events

    In-House Training Program Continues to Offer Benefits to State-Agency Purchasers

    As part of its 2021 In-House Training Program, the Purchasing Division continues to offer monthly training sessions which cover a variety of purchasing-related topics. These sessions are free to all agency purchasers who are required to procure under West Virginia Code § 5A-3 and are conducted at the West Virginia Capitol Complex in Charleston. Space is limited and registration is given on a first-come, first-served basis. For additional information or to register for these trainings, please visit our In-House Training page.

  • Job Postings

    There are no job opportunities at the Purchasing Division at this time.  Please check back periodically for upcoming job opportunities. For a listing of other West Virginia state job opportunities, please visit the Division of Personnel website.

 

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